HR Executive Assistant

HR Executive Assistant

Contract for 4 to 6 months

Office of the Chief People & Labor Relations Officer

Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 60+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting on the communities we serve. Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their careers.

Job Description

The HR Executive Assistant supports the Chief People & Labor Relations Officer (CPLRO) in planning, developing, and managing all operations of HR.

This role combines high-level executive support with project management, cross-functional coordination, and operational execution. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced, mission-driven environment.

Specific Responsibilities

Executive Support

• Provide high-level executive support to CPLRO, helping manage priorities, commitments, and day-to-day workflow.
• Manage a complex calendar, including scheduling internal and external meetings, resolving conflicts, and ensuring the CPLRO is prepared for key engagements.
• Help CPLRO stay focused on high-priority strategic initiatives by managing logistics, follow-through, and administrative details.
• Prepare agendas, briefing materials, presentations, meeting notes, and follow-up actions.
• Anticipate needs and proactively identify issues, deadlines, and opportunities requiring attention.
• Handle sensitive and confidential information with a high degree of discretion, professionalism and timely follow-through.

Research, Reporting & Project Support

• Conduct research, generate reports, and develop presentations to support HR projects and strategic initiatives.
• Prepare project updates, dashboards, presentations, and executive summaries for the Head of HR and leadership.
• Help establish consistent project management processes and tools across the HR function.
• Help organize and maintain HR documentation, resources, and project materials.
• Track action items, deadlines, and follow-up tasks related to HR leadership meetings and initiatives.
• Support special projects as assigned, ensuring timely completion and alignment with organizational goals.

HR Operations & Cross-Functional Coordination

• Facilitate cross-functional HR coordination and outreach to ensure alignment among departments, divisions, and leadership teams.
• Maintain the HR Department master calendar, including leadership schedules, deadlines, meetings, trainings, and key organizational events.
• Support employee relations activities by coordinating meetings, documentation, and communications as directed by CPLRO.
• Help organize and maintain HR documentation, resources, and project materials.
• Process Records of Employment (ROEs) for vendors and related HR documentation as directed.
• Organize and coordinate meetings at the executive and departmental level, including scheduling, sending reminders, preparing materials, managing logistics, providing technical support (Zoom/Teams), and arranging catering when necessary.
• Attend meetings at the request of the CPLRO, including internal HR meetings, cross-team meetings, employee relations discussions, union meetings, and strategy sessions.
• Plan and coordinate HR team activities and events, such as quarterly team builds, celebratory events, holidays, and special initiatives.

Confidentiality & Professional Collaboration

• Handle highly confidential and sensitive information with discretion, sound judgment, and professionalism.
• Serve as a trusted liaison between the CPLRO, senior leadership, employees, union representatives, and external stakeholders.
• Work consultatively and collaboratively with leaders and staff at all levels of the organization.

Additional Duties

• Perform other duties and special projects assigned in support of HR operations and leadership priorities.

Minimum Requirements and Qualifications

• Bachelor’s degree in human resources, Business Administration, or related field required.
• 3–5 years of experience providing executive administrative support, preferably within Human Resources, People Operations, or a nonprofit/social services organization.
• Strong project coordination and organizational skills, with the ability to manage multiple priorities, deadlines, and projects simultaneously.
• Experience handling confidential and sensitive information, particularly employee, personnel, labor relations, or organizational matters.
• Strong written and verbal communication skills, including the ability to prepare professional emails, reports, presentations, meeting summaries, and executive communications.
• Proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with Zoom, Microsoft Teams, and other virtual meeting/communication platforms.

Additional Information:

Reports to: CPLRO

Job Type: Contractor

Work Schedule: onsite

IMP NOTE: Job responsibilities are subject to change according to program requirements.